Office Services Coordinator

About the role

The Office Services Coordinator supports the Office Services team by providing high-quality office services, maintaining client relationships, and adhering to strict confidentiality and accuracy standards.

Responsibilities

• Maintains positive working relationships with clients, attorneys, and support staff.
• Oversees mailroom services, including sorting, distributing, collecting, and metering of mail and parcels.
• Trains new employees on office services department processes and procedures.
• Produces accurate copying, printing, faxing, and scanning according to verbal and written instructions and Firm policies and procedures.
• Organizes and maintains copy rooms, stocks general supplies, delivers paper, and performs daily maintenance of the copier area.
• Responsible for setting up and cleaning conference rooms, ensuring they are stocked with appropriate supplies and ready for use.
• Assists with the delivery and setup of catering for meetings.
• Collaborates with the Office Administrator to provide on-site assistance to the Information Services team, including installing video and audio-conferencing equipment.
• Maintains appropriate inventory levels of related supplies.
• Organizes and distributes kitchen supplies.
• Maintains organization and cleanliness of shared office spaces such as copy rooms, file rooms, and kitchen areas.
• Performs incidental cleaning, dusting, and other related tasks.
• Provides front desk back-up coverage for the receptionist, facilitating incoming calls, greeting, assisting, and providing general information to visitors.
• Assists with general clerical support, as requested.

Qualifications

• High School Diploma or equivalent combination of education and/or work experience.
• Prior law firm or professional services firm related experience preferred but not required.
• Strong verbal proficiency in Spanish to support communication with Spanish-speaking clients, vendors, and stakeholders.
• Effective communication skills, tactfulness, and professionalism with clients, attorneys, and staff.
• Ability to lift up to 50 pounds of office-related equipment, supplies, and incoming/outgoing parcels.
• Knowledge and experience using office equipment, including copiers, scanners, fax machines, and other related equipment.
• General computer ability using MS Office.
• Exceptional organizational skills, initiative, and judgment.
• Ability to adhere to strict deadlines and manage conflicting priorities.
• Strong ability to multi-task efficiently and effectively.
• Able to perform tasks with a high degree of accuracy and attention to detail.

Work Environment & Physical Demands

This job operates in a clerical, office setting. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Physical requirements include medium work, exerting physical strength to lift, carry, push, pull, or otherwise move objects 20 to 50 pounds frequently, and/or greater than negligible up to 10 pounds. The employee must be able to satisfactorily perform all of the essential functions of the position with or without a reasonable accommodation. If an accommodation request would cause an undue hardship or a safety concern, the individual may not be eligible for the position.